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Executive Assistant at the OPEC Fund for International Development

The OPEC Fund for International Development is a multilateral development finance institution established in 1976. Our 12 Member Countries are:  Algeria, Ecuador, Gabon, Indonesia, the Islamic Republic of Iran, Iraq, Kuwait, Libya, Nigeria, Saudi Arabia, the United Arab Emirates, and the Bolivarian Republic of Venezuela.

We are recruiting to fill the position below:

Job Title: Executive Assistant

Location: Austria

Job Profile

  • The Executive Assistant is responsible for providing secretarial/clerical services to the Office of the Director-General, performs auxiliary administrative duties relevant to the supervisor’s responsibilities and coordinates overall Office activities, within overall policies or instructions.

Duties and Responsibilities
Correspondence:

  • Receives, logs, reviews and distributes all incoming mail.
  • Provides background information and files concerning correspondence and ensures that urgent/important items are drawn to the (Office of the) Director-General’s attention.
  • Drafts correspondence in one or more languages, upon own initiative or on-the-job instructions received, for the signature of the Director-General.
  • Checks outgoing mail for accuracy, conformity with overall policies or instructions, and use of the correct communication channels.

Business meetings / events arrangement:

  • Receives officials and other visitors to the Office of the Director-General and arranges meetings, notifies participants of place, date, time, and subject.
  • Makes arrangements for duty travel, prepares travel authorizations, ensures that visas, vaccination certificates, etc., are in order and completes the required forms.
  • Takes minutes of the meeting and prepares draft records for the Director-General’s approval.
  • Manages the (Office of the) Director-General calendar and assists and advises the Office on a variety of administrative and logistical matters.

Coordination:

  • Assists the (Office of the) Director-General with the coordination of submissions in relation to budget and work programs.
  • Adheres to deadlines and coordinates correspondence, reporting and submissions to Ministerial Council, Governing Board and committees chaired by the (Office of the) Director-General.
  • Ensures that the (Office of the) Director-General has all the relevant files needed for the Ministerial Council and Governing Board Meetings, as well as other high-level meetings, when necessary.
  • Coordinates overall department activities with other assistants within other departments.
  • Coordinates logistical arrangements of workshops and trainings.

Document management:

  • Designs and maintains accurate and effective physical and electronic filing system.

Performs other duties as required by the (Office of the) Director-General.

Qualifications and Experience

  • A Bachelor’s Degree in a relevant field.
  • A minimum of 10 years of professional experience in a relevant field.
  • Preferably at least three years at a responsible level in a large organization, preferably international in nature.
  • Fluent in English and good German proficiency. French, Arabic, or Spanish is an added advantage.

Competencies:

  • Extensive knowledge in the usage of office technologies, such as Microsoft Office applications (Word, Excel, PowerPoint, etc.), intra/internet as well as on-line database management.
  • Excellent verbal and written communication skills.
  • Ability to work independently with minimum supervision and guidance.
  • Good interpersonal, organizational and time management skills.

Application Closing Date
Not Specified.

Method of Application
Interested and qualified candidates should:
Click here to apply online

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